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9-14-15 MinutesCity of Scandia Parks and Recreation Committee September 14, 2015 Members Present: Ryan Jinks (Chair), Brad Borg (Vice Chair), Matt Rasmussen, Greg Zauner, and Alex Bildeaux Members Absent: Dan Lee (City Council Representative) Staff Present: Judi Negus (Office Assistant) and Dave Williams (Director of Public Works) Guests: Corey Roberts, Pamela Arnold, Roxanne Rydeen, Lisa Pothen, and Linda Marotzke PUBLIC FORUM There were no comments. APPROVAL OF AGENDA Motion by Zauner, seconded by Rasmussen, to approve the agenda. The motion carried 5-0. APPROVAL OF MINUTES Motion by Bildeaux to approve the July 6, 2015 minutes. Negus interrupted and shared she wanted to clarify the minutes. The minutes stated that Handt informed the Vinterfest buttons would need to be sold by a nonprofit. To clarify, Handt informed the buttons could not be sold by PRC members but could be run through a nonprofit. Bildeaux withdrew his motion. Motion by Zauner, seconded by Bildeaux, to approve the July 6, 2015 minutes as clarified. The motion carried 5-0. N=1as] AK Chair's Report There was nothing to report. Staff Report Negus shared there was a significant decline in registrations for summer recreation programs this year. Although 12 classes were offered, seven were cancelled due to low registration or no registrations. Negus reported she will be meeting with Camp Lakamaga staff in mid-October to plan for 2016 summer recreation programs. Negus advised the Planning Commission will be holding a public hearing on October 6, 2015 addressing sign ordinance changes. Negus suggested a Parks and Recreation Committee member attend the meeting as there are to be significant changes proposed. Negus handed out a printed e-mail exchange from Sherri Buss that highlighted the proposed changes. Chair Jinks agreed to attend the October 6 meeting. Williams reported the Lilleskogen parking lot has been paved. This week, Williams hopes to fill in the back of the parking lot. Williams shared he hopes to paint the hockey rink and would require 10-15 gallons of paint. Jinks suggested the donation from Roberts could be used to cover the expense. September 14, 2015 Scandia Parks and Recreation Committee Page 2 of 3 NEW BUSINESS Vinterfest 2016 Preliminary Event Proposals Scanley Cup - Roberts Roberts addressed the Committee and shared his written proposal. To enhance player experience, Roberts requested adding red and blue lines to the boards and the ice and to add portable toilets. Roberts reported the Scanley Cup will be much the same as in the past. Roberts will include the apparel company on his Special Event Permit and advised Scot Taylor of Meister's will be providing a separate application. Jinks confirmed Taylor will be submitting an application. Borg questioned if the apparel sales would be included in the final report of proceeds. Roberts confirmed the apparel sales would be included. Zauner requested the coordination of DJ exchanges and the starting of other Vinterfest events. Lilletour and Quizpromenade, Etc. Arnold approached the Committee and asked if there were any questions regarding the written proposal for multiple events co-sponsored by Gammelgarden Museum and the Friends of Scandia Parks and Trails. Arnold also stated the Gammelgarden will continue to waive its facility fee. Arnold requested the Committee consider waiving any fees for the event. Negus informed that if the Special Event Permit application is submitted by Gammelgarden Museum, a non-profit organization, the guidelines would fall under the requirements for non -profits. Jinks shared he liked everything proposed; however, Jinks wanted Vinterfest guidelines incorporated. There was discussion whether the proposal met the in-kind donation value of $200 for non- profits. Some Committee members felt an in-kind donation, beyond the hours organizing Vinterfest events, for other park needs was warranted. Other Committee members felt the proposal met the in-kind donation. Motion by Borg, seconded by Rasmussen, to approve the proposal as written with the understanding the proposal met the in-kind donation guideline. A roll call vote was taken. Borg -yes; Rasmussen -yes; Zauner-yes; Bildeaux-no; Jinks - no. Vinterfishing - Rydeen and Pothen Rydeen and Pothen addressed the Committee and highlighted their written proposal. They shared a need for at least one portable toilet. Discussion was held whether the City would provide one. Pothen stated it would be ideal for the event to make a profit to put towards prizes. Rydeen shared it would be easier to donate than to sell Vinterfest buttons as there are only approximately 19 Cub Scouts. Jinks clarified that the Committee would be promoting the overall festival. In addition, Rydeen and Pothen could promote their individual event. Pothen stated they would be flexible in the schedule for Vinterfishing in order to incorporate other Vinterfest event opportunities. Motion by Jinks, seconded by Bildeaux, to approve the proposal as submitted. The motion carried 5-0. Vintage Snowmobile Show - Marotzke Marotzke approached the Committee as a representative of the Big Marine Lake Association. Marotzke shared she is responsible for the Association fundraising. The proposal included food September 14, 2015 Scandia Parks and Recreation Committee Page 3 of 3 sales with proceeds to go to the Association for invasive species removal. Marotzke also suggested liquor sales. Pothen shared the DNR is strict when it comes to food and liquor sales due to the event being held on a lake. Marotzke stated the Vets Camp might get involved in the event. Jinks suggested a $200 donation towards Vinterfest buttons. Motion by Jinks, seconded by Zauner, to approve the proposed event. The motion carried 5-0. Jinks recommended discussing the Parks and Recreation Committee events at the October 5 meeting and encouraged Committee members to send any ideas to him prior to that meeting. OLD BUSINESS Recap Taco Daze Committee members shared there was a low turnout with only four teams. It was suggested the times for next year change to 9 a.m. to 9:30 a.m. registration with a starting time of 10 a.m. It was also suggested that a new 40+ age bracket be included and that the teams be made up of six players rather than eight. A recommendation was made to include nice prizes next year. Pothen suggested the Committee consider a float for next year's Taco Daze promoting Vinterfest. AGENDA FOR NEXT MEETING The Committee agreed on the following agenda items for the October 5, 2015 meeting: 1. Review and Recommend Winter Rec Programs 2. Pollinator Planting Project (O'Connor and Schik) 3. Vinterfest Planning 4. Log House Landing Signage (National Park Service) Negus agreed to share with Chair Jinks the request from Lisa Schlingerman to be included on the October 5th agenda. As well, Negus will share with Jinks the documentation received for the pollinator planting project. ADJOURNMENT Bildeaux, seconded by Zauner, moved to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 8:50 p.m. Respectfully submitted, Judi Negus Office Assistant